208.334.2263 http://dhr.idaho.gov/

Employee Guide

I-PERFORM Performance Management System

State of Idaho Division of Human Resources 208.334.2263 http://dhr.idaho.gov/

CONTENTS

I-PERFORM General Information ............................................................................................................................ 2

Employee Performance Expectations (Standards) Crosswalk ................................................................................ 3

Performance Management Best Practices ............................................................................................................. 4

I-PERFORM Roles .................................................................................................................................................... 5

Access I-PERFORM .................................................................................................................................................. 6

General Navigation Tips ......................................................................................................................................... 7

Using I-PERFORM: Employees ............................................................................................................................... 8

Review your evaluation: ......................................................................................................................................... 9

Finish the Evaluation ........................................................................................................................................... 111

Tips: Copy and Paste into I-PERFORM ................................................................................................................ 122

Help: Allowing/Showing Error Pop-Ups ............................................................................................................ 133

I-PERFORM Glossary ........................................................................................................................................... 144

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I-PERFORM General Information

I-PERFORM is an online application that supports a statewide performance management system for state agencies. In addition to the ability to document, create, review, finalize, and retrieve employee evaluation records, supervisors have the ability to quickly document day-to-day performance. The development of I-PERFORM is a collaborative effort between the Division of Human Resources (DHR), The State Controller’s Office (SCO), and other state agencies represented in the I-PERFORM Oversight Committee, and the I-PERFORM Human Resources Focus Group. If you experience any problems with this application please contact your agency I-PERFORM system administrator or the Division of Human Resources (208) 854-3080 or email- iperformhelp@dhr.idaho.gov. If you have any suggestions for this help manual please contact the Division of Human Resources. Division of Human Resources 304 N. 8th Street, Suite 347 Boise, ID 83720-0066 (208) 854-3080 iperformhelp@dhr.idaho.gov

Our focus today!

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EMPLOYEE PERFORMANCE EXPECTATIONS (STANDARDS) CROSSWALK Rev: 3/4/2012

This cross walk will help you and your staff members understand the correlation between the performance standards as listed in the previous performance

evaluation and the 2012 performance expectations. Note: Standards from prior evaluation form will be duplicated within the revised performance expectations.

2012 Performance Expectations: Previous Performance Standards: PROFESSIONALISM This performance expectation evaluates the employee's competence in quality of work, dependability, adaptability/flexibility, and respect for others.

Adaptability/Flexibility: This describes how well the employee adapts to change and is open to different and new ways of doing things. Dependability: This describes how well the employee completes assigned work in a timely manner. The employee meets attendance requirements. Interpersonal Skills: This describes how well the employee establishes and maintains effective work relationships. Demonstrates good communication and listening skills. Practices respect for others. Demonstrates conflict resolution skills. Quality: This describes the employee’ work in terms of consistency, thoroughness, and accuracy. Work Environment/Safety: This describes how well the employee promotes a respectful workplace and complies with general conditions of employment, EEO, security, and workplace safety policies.

PROMOTING RESPONSIBLE GOVERNMENT This performance expectation evaluates the employee’s competence in adaptability, dependability, productivity, efficiency, work environment and safety.

Adaptability/Flexibility: This describes how well the employee adapts to change and is open to different and new ways of doing things. Dependability: This describes how well the employee completes assigned work in a timely manner. The employee meets attendance requirements. Productivity: This describes how the employee manages and completes workload expectations and demonstrates the knowledge and skills needed to do the job.

CUSTOMER FOCUS: This performance expectation evaluates the employee’s competence in customer service, conflict resolution, interpersonal skills, and communication.

Adaptability/Flexibility: This describes how well the employee adapts to change and is open to different and new ways of doing things. Customer Service: This describes how well the employee works with internal and external customers to achieve desired results and maintain positive relationships. Interpersonal Skills: This describes how well the employee establishes and maintains effective work relationships. Demonstrates good communication and listening skills. Practices respect for others. Demonstrates conflict resolution skills. Work Environment/Safety: This describes how well the employee promotes a respectful workplace and complies with general conditions of employment, EEO, security, and workplace safety policies.

PERFORMANCE EXPECTATION: LEADERSHIP This performance expectation evaluates the employee’s competence to motivate people and efficiently manage resources in achieving the agency’s mission.

Encompasses all facets of previous standards from supervisor/manager level.

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Performance Management Best Practices

Performance evaluations assist employees in developing their careers and being successful in their jobs. They describe expectations and objectives for all state employees. Performance evaluations help to ensure:

1. The agency mission and vision are achieved. 2. There is statewide consistency to the extent possible. 3. Legal requirements are met (Ref. I.D.A.P.A 67-5309(h)). 4. Personnel decisions are justifiable and equitable based on performance documentation.

Effective performance management establishes a year-round partnership between the employee and the supervisor while creating a shared understanding about the work that is to be accomplished and how that work is to be done. The best performance management systems include the components of:

Setting expectations and resetting them as they change.

Evaluating current skills, identifying missing skills, and creating a development plan to close existing skill gaps.

Providing consistent, effective, and timely feedback and coaching. Immediately and consistently documenting effective and ineffective actions and behaviors to

demonstrate trends.

Creating an environment where employees can feel motivated.

Ensuring complete, shared understanding of the State and agency performance ratings.

Utilizing a system to bring consistency and reporting of performance ratings across agencies.

Delivering an evaluation that is fair, accurate, free of bias, and informative.

SMART Criteria

Anytime goals are created they should be defined in a way that is clear and targeted. The SMART acronym has been used for many years to help add structure to goals so they can be meaningful and it allows us to know when we achieved exactly what we wanted to have happen.

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I-PERFORM Roles

Role Responsibility Access Rights

Employee Review both current and past performance evaluations for clarity of: o Expectations

o Developmental opportunities o Agreed on actions to be taken for development o Documentation of performance

View draft evaluation once forwarded by supervisor

Add comments to the evaluation on the cover sheet

View documentation and attachments once the evaluation is marked complete by the supervisor

Supervisor Create and maintain performance evaluations for staff

Follow routing and approval processes of the agency

Utilize the four Performance Expectations as set forth by the Office of the Governor

Obtain a clear understanding of the individual rating distinctions, and apply them consistently and without bias

Create and delete “Draft” status evaluations

Review comments by reviewers and employees

Add and delete documentation and attachments before the evaluation is transmitted to SCO

Return an evaluation to “Draft” Status (if the evaluation has not yet been signed by the employee.)

Reviewer Assist the supervisor in creating a clear, concise, specific, informative, and legally-defensible performance evaluation

Check for common errors

View evaluations sent by supervisor

Enter comments into the review window, which are submitted back to the supervisor

Administrator Create the agency-specific routing structure within I-PERFORM

Create additional administrators for the agency*

Create and maintain agency evaluation standards

Create agency appointees, if used

Assist supervisors and employees with questions or issues related to I-PERFORM

View/edit routing structure based on agency structures

Add agency-wide performance expectations

Add agency goals

Agency Appointee

Act as the last sign off on the performance evaluation after it has been discussed with the employee

View/review performance evaluations

DHR Provide oversight on the I-PERFORM system

Provide training and support to agencies

Relay programming issues to SCO

View all performance evaluations

Return performance evaluations to draft status

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Access I-PERFORM

Sign on to the State Controller’s Office Application Menu and click on DHR I-PERFORM from the right-hand column on the bottom of the screen.

The left frame functions as navigation between the areas of I-PERFORM. Depending on the individual’s role this menu will have different options: 1. Performance Evaluation is available to

supervisors and allows access to create and/or maintain their employee’s evaluations.

2. Performance Review: Designated employees can view pending evaluations that have been assigned to them for review.

3. Administrative Functions are for designated agency I-PERFORM administrative personnel. Allows for role assignments and system set-up.

4. Supervisors can capture notes during the review period by selecting Supervisor Employee Folder.

5. All employees can access their performance evaluation by clicking on My Evaluation.

6. The main navigation bar at the top of the screen will remain static; however available options may change from page to page based in the employee’s assigned role.

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General Navigation Tips

Use EXIT on each screen to return to the home screen. Depending where you are in the system, clicking

the browser “back” button may give you an error message or keep returning to the same screen. You will

receive a message reminding you to save.

I-PERFORM uses Microsoft Outlook to send notifications during the routing process. To ensure that emails do not get caught in your junk or blocked folders, add the system email address to your safe list.

In Outlook click on the drop down list for Junk from the home tab.

Click on Junk E-mail Options. Click on the Safe Senders tab.

Copy or type in this address: SCOapps_Admin/SCO.APPS@apps.sco.idaho.gov.

Click Add.

Click OK.

A Spell Check feature is available for all text in the evaluation.

Clicking the Spell Check button in the top navigation bar checks the entire evaluation.

Clicking on one of the red check marks displayed throughout the document checks that specific section.

Like I-Time, your systems will time-out for security reasons. The length of time before timing out is 3-4 hours. To avoid losing work, save VERY frequently.

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Using I-PERFORM: Employees

As an employee, you have the ability to see your past evaluations once they have been completed. If prior years were

not completed using the I-PERFORM system you will not be able to see them in I-PERFORM; you may request a copy

from your agency HR representative.

1. You will receive an email from I-PERFORM when a

new evaluation is available for viewing. To ensure receipt of emails from I-PERFORM, add the email address: SCOapps_Admin/SCO.APPS@apps.sco.idaho.gov to your Safe List as described in the section on General Navigation; page 7.

2. Upon receipt of the notification email, log into I- PERFORM and click on My Evaluation. Evaluations available for review will be listed at the bottom of the I-PERFORM screen.

The evaluation is not ready for your review yet if:

3. The bottom of the screen indicates No Current Evaluation Found, and/or

4. You clicked on My Evaluation and see the message “No Current Evaluation Found”.

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Review your evaluation:

When the evaluation is ready for employee review, click on My Evaluation.

1. The first screen you will see is the Performance Cover Sheet, as indicated by the tab at the top of the page. This page displays personal information, the dates the current performance evaluation covers, the type of review for this period, and the overall rating for this period.

2. Click on the Performance Objectives tab. 3. Review the Key Responsibilities, describing your

primary job functions. 4. Review the Objectives from the prior year,

summarizing the areas of desirable growth for the current year. As you review, make notes of anything you would like to discuss with your supervisor.

5. Scroll down to Review of Prior Year Employee Development Plan, which includes your supervisor’s comments on your progress toward meeting previously discussed goals. Again, make note of any items you would like to discuss with your supervisor.

This is a DRAFT evaluation of your performance. If there is anything you see on this or following pages that causes you concern, schedule time with your supervisor to discuss the ratings and/or comments BEFORE adding your final comments, signing, or refusing to sign.

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Review the Evaluation, Continued:

6. Click on Performance Expectations. This page describes the expectations in each of the State’s four defined categories of Professionalism, Promoting Responsible Government, Customer Focus, and for managers and supervisors, Leadership. Each section includes descriptions for each of the ratings and examples of observable performance standards. Read through each, noting any comments you would like to discuss with your supervisor.

7. Review Comments for each performance expectation area.

8. As you read, you may see notes under the fields titled Documentation. These could be any type of documentation related to your performance throughout the review period.

9. If there is other documentation attached you will be able to read the detail by clicking on the Audit/Attachments tab.

10. Click on the Performance Summary tab. Read what your supervisor has written, which should summarize the witnessed performance during the review period.

11. Review comments listed in the Objectives for Next Review Period section. Once you and your supervisor have completed the evaluation discussion, you should work collaboratively to determine the steps you will take to address each performance objective for next year. Your supervisor may have already placed some comments in this field to use for discussion. When finalized, this plan should follow SMART criteria as described below.

The Performance Review Process should be a collaborative effort. That means you have a responsibility in the process as well. If you have received compliments from others, send them to your supervisor throughout the year to be included in the documentation!

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Finish the Evaluation

1. Click on Performance Cover Sheet tab. 2. If you are satisfied with the evaluation,

add your comments in the Employee Comments field. If you would like to talk to your supervisor about your evaluation schedule time with them. If changes are made to the evaluation based on the discussion, it will be returned to you for comments and your signature once more.

3. When done, click on Sign on the top of the screen in the black bar. Your name will be added to the final copy in the field above the Supervisor’s signature. The evaluation will then be routed for final approval.

4. If you choose NOT to sign, click on Refuse to Sign. Talk to your supervisor first about the implications of this choice.

5. A pop-up box will appear informing you that this action finalizes the evaluation process and cannot be changed. If ready, click OK.

6. Your electronic signature is added to the evaluation document.

7. The evaluation process involves a routing process, including review by another manager prior to presenting the evaluation to you. The last reviewer’s signature is also included on the evaluation.

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Tips: Copy and Paste into I-PERFORM

When you first use I-PERFORM there is information required that is not pre-populated. You have choices; you can either re-enter all of the information needed, or copy or paste it from any other document.

ERROR:

When copying and pasting directly into I-PERFORM you may see interesting characters where you did not see them before. Because there is so much formatting within documents, some that you are not even able to see, it is important to strip all of the formatting before inserting into I-PERFORM. This will prevent characters and formatting that make it difficult to read the information.

How To: 1. Open any document or email that contains

information required. Use your Microsoft Word copy feature to select the data you would like to copy.

2. Click on the Start icon in the lower left corner of your monitor screen.

3. In the Search programs and files field, type

Notepad.

4. A new window will open, allowing you to now paste the information you copied into the open field. You will notice the lack of formatting available.

5. Now that the formatting is erased, you can again copy and paste it into I-PERFORM without carrying “junk” with it.

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Help: Allowing/Showing Error Pop-Ups

Understanding errors that are occurring in I-PERFORM are important to DHR and SCO so that they can be identified and fixed. To help with that endeavor please take steps necessary to display errors as they occur. You only need to do this when working within I-PERFORM. To change the settings to display the errors: 1. Open Internet Explorer. Select ‘Tools’ from the Menu Bar. 2. Click on ‘Internet Options’. 3. Click on the ‘Advanced’ tab. 4. Click within the box labeled ‘Display a notification about every script error’. 5. Click ‘Apply’. 6. Click ‘OK’. 7. Press PrtScn on your keyboard to create a screen capture of the display. 8. Either paste the screen capture into the body of an email or a Word document. 9. Send an email with a description of the situation along with the screen capture and/or Word attachment to iperformhelp@dhr.idaho.gov.

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I-PERFORM Glossary

Agency Goals Statements describing what an agency intends to accomplish, stemming from the agency's strategic plan.

Developmental Objectives Specific actions related to training and educational needs that are included in the development plan.

Documentation A record of employee performance and behavior.

Effectiveness The degree to which an individual, organization, or group produces a desired result.

Efficiency The degree to which an individual, organization, or group produces a desired result (productivity) with a minimum expenditure of time, effort, money, or resources.

Employee Development Plan

A documented form of shared discussion where managers or supervisors work together with subordinates to identify objectives, resolve performance-related concerns and determine and create an appropriate development plan designed to stimulate an individual’s professional growth by increasing his or her skills, knowledge or abilities(i.e.: training, education).

I-PERFORM A web-based performance management tool developed for State of Idaho employees.

Key Responsibilities Primary functions of an employee’s job.

Mission The expression of an organization’s vision.

Objectives or Goals Short-term, measurable steps within each key responsibility that clarifies performance expectations.

Performance Evaluation An assessment of an employee’s performance based on established expectations for the position.

Performance Expectations Describes desirable level of competence an employee would be demonstrating at a particular level.

Performance Improvement Plan

A formal process designed to facilitate constructive discussion between a subordinate and his or her supervisor and to clarify the work performance to be improved. The performance improvement plan, or PIP, as it is sometimes called, identifies performance and/or behavioral issues that need to be corrected and creates a written plan of action with time frames to guide the improvement and/or corrective action.

Performance Management A strategic and integrated approach to increasing agency effectiveness by planning, assessing, and measuring both employee and agency performance.

Performance Measurement The ongoing monitoring and reporting of program accomplishments, particularly progress toward agency goals.

Performance Measures A quantitative or qualitative process for evaluating progress toward agency goals.

Performance Summary A narrative explanation of the overall performance of an employee.

Rating Levels An assigned level of evaluated performance (Exemplary, Solid, Achieves, Does Not Achieve).

Strategic Plan A document that outlines the long range goals of an agency in support of achieving its mission and vision.